A Resolution of the City of Sunrise, Florida, to award Bid No. 26-18-11-HR for Utility Bill Printing, Inserting and Mailing Services (Re-Bid) and “Standard Contract No. C 26-18-11-HR between the City of Sunrise, Florida and InfoSend, Inc.”; and providing an effective date. City Manager Mark Lubelski. Susan Nabors, Director of Finance and Administrative Services.

$109,014.00 - Annual Printing, Inserting, and Mailing Services Cost

$476,772.00 - Annual Postage for Mailing Bills (Estimated) 

$585,786.00 - Total Annual Expenditure including Estimated Postage

Contract Valid January 13, 2026 – January 12, 2027 with optional renewals
Not to exceed budgeted funds for FY2025/2026
Subsequent years' expenditures subject to budget approval

The City requires a qualified contractor to provide utility bill printing, inserting, and mailing services. The City currently uses Pinnacle Data Systems L.L.C. d/b/a Doxim for these services for the City's 67,000 utility customers.  This contract will expire in 2026; therefore, staff bid the services to award a new contract. 

The City issued Invitation for Bid No. 26-18-11-HR and electronically posted it on Demandstar, which broadcasted it to 96 potential vendors for the above mentioned products or services. Four bids were received by the scheduled due date and time. 

The apparent low bidder, Wolverine Mailing, Packaging, Warehouse, Inc. was deemed non-responsive as they did not meet the General Requirements because they did not have experience providing monthly billing services to a municipality with over 50,000 monthly utility bills, as required on the bid documents.

Following the evaluation by the Purchasing Office and Public Service Team, it is recommended to award to the lowest responsive and responsible bidder, InfoSend, Inc. All references were favorable for vendor’s performance on similar contracts with other governmental entities. InfoSend, Inc. has provided a transition plan for these services. When comparing bid prices to existing prices, prices are deemed fair and reasonable. 

The initial contract period will be from January 13, 2026 – January 12, 2027, with the option to renew the contract for two additional one-year periods. Pricing for all services under this Contract shall remain firm for the first one year of the contract. For subsequent renewal years, this Contract allows a price increase in accordance with the Consumer Price Index as promulgated by the Bureau of Labor Statistics, U.S. Department of Labor, not to exceed 5%. Postage pricing could also fluctuate depending on the cost of postage as determined by the USPS. 

The City did not receive responses from City of Sunrise vendors that could provide this service.

It is requested that the City Commission approve award of this contract for utility bill printing, inserting, and mailing services with InfoSend, Inc.